Writing to authorities and filling forms

It is for anyone thinking about, planning or carrying out a move to Spain. Reading an official letter is one skill. Acting on it is another, because Spanish offices expect a fixed structure, particular form conventions and a registry stamp or receipt.

Start with "How to write a formal reply to an official letter". It shows how to set out your identification, the facts, your request and your attachments. From there, the other pages cover general request forms, names, dates and addresses on forms, formal emails, complaints, counters and phone lines, and proof of filing.

Booking appointments, everyday Spanish phrases and appeals strategy are not covered here.

Key rules

• Ordinary email: An ordinary email is not a registered filing and does not start or stop any deadline.
• Correction window: If your request is missing something, you usually have 10 working days to correct it, counted from the day after you are notified; if you do not, the request is treated as withdrawn.
• Time to respond: When you are given a hearing step, you have between 10 and 15 working days to send your comments and documents, counted from the day after notification.
• Stamped copy: When you file in person, you can ask for a copy stamped with the date and registry seal, and the office must give you a receipt.
• Catch-all form: The instancia general is only for matters with no specific form, and never replaces a required model.
• Right office's version: Use the form published by the office you are writing to, as each body has its own.

Writing to authorities and filling forms: the whole process, step by step

• Choose the right route and write in a language the office accepts (see Writing a formal email or letter in Spanish and Names, dates and addresses on Spanish forms): before you start

• Write your escrito with your details, the facts, your request, attachments, place, date and signature (see How to write a formal reply to an official letter): before you file

• Use a general request form if the matter has no specific form (see Filling in a general request form): before you file, only where no specific form or electronic filing is required

• File through a valid route: electronic office, registry office or post office. An ordinary email does not count (see Getting proof that you filed): as early as you can before any deadline

• Get a stamped copy or receipt and keep it. If the office refuses, cite your right to a copy, ask for a supervisor and file another way (see Getting proof that you filed): on the day you file

• Use short Spanish phrases and ask for things in writing if you do not understand (see Handling an office counter or helpline): whenever you deal with a counter or helpline

• Correct anything the office says is missing from your request: within 10 working days, counted from the day after you are notified

• Send your comments and documents if you are given a hearing step: between 10 and 15 working days, counted from the day after notification

• Complain to a business or bank, or file a hoja de reclamaciones, if the problem is with a company (see Making a formal complaint): as soon as possible after the problem

• Escalate a service complaint to the ombudsman if the office's own channel fails. This does not pause appeal deadlines (see Making a formal complaint): after the office's own complaint route fails

Documents you may need

Identity and residence

• A copy of your ID — How to write a formal reply to an official letter
• Your passport — Names, surnames, dates and addresses on Spanish forms
• Your NIE or TIE — Names, surnames, dates and addresses on Spanish forms

The home and the lease

• The contract and any terms and conditions — Making a formal complaint (reclamación) in Spain

Payments and receipts

• Invoices — Making a formal complaint (reclamación) in Spain

Other documents

• The completed instancia general form from the office you are writing — Filling in a general request form (instancia general)
• The documents that support your request — Filling in a general request form (instancia general)
• A short dated timeline of what happened — Making a formal complaint (reclamación) in Spain
• An extra copy of the document you file — Handling an office counter or helpline when you do not understand
• The copy stamped with the date and registry seal — Handling an office counter or helpline when you do not understand

Each article lists the other documents it asks for, where you need them.

Writing to authorities and filling forms: questions that cross several articles

Can I send my escrito to a Spanish office in English?

No, you should file in Spanish, or in the co-official language in regions that have one. Documents in English have no automatic validity, and the office may ask for a translation or treat them as not provided. Read How to write a formal reply to an official letter next.

Do I need a sworn translation of foreign documents?

Not always, because it depends on the procedure. Immigration, civil registry and recognition of qualifications usually need a sworn translator, while some offices accept an ordinary translation. Ask the office handling your case, then see Filling in a general request form.

What is an instancia general and can I use it for any request?

An instancia general is a free-form request for matters with no specific form. You cannot use it where the procedure requires a set form or electronic filing, such as tax or immigration. Read Filling in a general request form and How to write a formal reply to an official letter.

What should my escrito contain, and does a missing item matter?

Your escrito should include your details, how you want to be notified, the facts and your request, place and date, your signature, and the office it goes to. If something is missing, you usually have 10 working days to correct it or the request is treated as withdrawn. See How to write a formal reply to an official letter and Getting proof that you filed.

How long do I have to send comments after a hearing step?

You have between 10 and 15 working days, counted from the day after notification. Weekends and holidays do not count. Read How to write a formal reply to an official letter, and Getting proof that you filed to make sure the date is recorded.